Smartsheet - OpenText Content Storage Service Integration and Automation

Common Integration Use Cases Between Smartsheet and OpenText Content Storage Service

Smartsheet and OpenText Content Storage Service complement each other well in enterprise work management and content storage scenarios. Smartsheet provides the operational layer for planning, tracking, approvals, and collaboration, while OpenText Content Storage Service provides secure, scalable storage for the underlying documents, images, and other unstructured content. Together, they help teams manage work in Smartsheet while keeping large or regulated content assets in a compliant cloud storage layer.

1. Project document repository linked to Smartsheet project plans

Data flow: Smartsheet to OpenText Content Storage Service and OpenText Content Storage Service to Smartsheet

Project teams can use Smartsheet to manage tasks, milestones, and owners while storing supporting documents such as requirements, contracts, design files, and meeting notes in OpenText Content Storage Service. Smartsheet rows can contain links to the stored files, allowing users to access the latest version directly from the project plan without attaching large files into the sheet.

• Reduces file duplication and version confusion
• Keeps Smartsheet focused on work tracking rather than document storage
• Improves auditability for project artifacts

2. Controlled approval workflows for regulated content

Data flow: Smartsheet to OpenText Content Storage Service

Organizations can use Smartsheet forms and automation to manage review and approval steps for regulated documents such as policies, SOPs, compliance evidence, or legal records. Once approved, the final version is stored in OpenText Content Storage Service as the system of record, with Smartsheet capturing approval status, approver names, due dates, and exception handling.

• Supports governance and traceability for controlled documents
• Creates a clear separation between workflow management and long-term storage
• Helps compliance teams enforce retention and lifecycle policies

3. Marketing campaign asset tracking and storage

Data flow: Bi-directional

Marketing teams can plan campaigns in Smartsheet, assign tasks, and track deadlines while creative assets such as images, videos, and final artwork are stored in OpenText Content Storage Service. Smartsheet can reference asset links, status, and approval history, enabling campaign managers to see which assets are ready for launch and which are still under review.

• Improves coordination between marketing, creative, and legal teams
• Provides a single campaign view with linked content assets
• Supports faster launch cycles with fewer asset handoff delays

4. Product launch coordination with centralized source files

Data flow: Smartsheet to OpenText Content Storage Service

For product launches, cross-functional teams can manage launch checklists, dependencies, and owners in Smartsheet while storing source materials such as packaging files, technical specifications, training decks, and launch collateral in OpenText Content Storage Service. Each Smartsheet task can point to the relevant content package, ensuring teams work from approved materials.

• Improves visibility across product, operations, sales, and support teams
• Reduces risk of using outdated launch materials
• Helps launch managers track readiness by workstream and asset status

5. Event planning with secure storage of event materials

Data flow: Smartsheet to OpenText Content Storage Service

Event teams can use Smartsheet to manage venue tasks, vendor coordination, timelines, and staffing while storing contracts, floor plans, speaker presentations, and promotional assets in OpenText Content Storage Service. Smartsheet rows can link to the relevant files so planners can quickly access the latest versions during execution.

• Supports end-to-end event coordination in one operational view
• Improves access to critical event documents for distributed teams
• Provides secure storage for vendor agreements and sensitive materials

6. Enterprise content intake and triage through Smartsheet forms

Data flow: Smartsheet to OpenText Content Storage Service

Business teams can submit content requests through Smartsheet forms, such as document intake, records submission, or asset upload requests. Smartsheet automation can route the request for review, and once validated, the associated files are stored in OpenText Content Storage Service with metadata such as request type, owner, department, and retention category.

• Standardizes content intake across departments
• Improves routing and accountability for incoming documents
• Creates a structured handoff from work management to enterprise storage

7. Portfolio reporting with linked content evidence

Data flow: OpenText Content Storage Service to Smartsheet

PMO and operations teams can use Smartsheet dashboards to monitor portfolio status, while evidence documents, status reports, and supporting files are stored in OpenText Content Storage Service. Smartsheet can display links or metadata for the latest supporting content, enabling leadership to review project health and access evidence without searching across multiple repositories.

• Improves executive reporting and decision making
• Connects status metrics with supporting documentation
• Reduces time spent gathering evidence for reviews and audits

8. Legacy content migration tracking and validation

Data flow: OpenText Content Storage Service to Smartsheet

During cloud migration or storage modernization initiatives, Smartsheet can be used to track migration waves, ownership, exceptions, and validation tasks while OpenText Content Storage Service becomes the target repository for migrated content. Migration teams can record file counts, completion status, and exception resolution in Smartsheet, with links to migrated content locations in OpenText Content Storage Service.

• Provides operational control over large migration programs
• Helps teams track exceptions and remediation tasks
• Supports governance during storage modernization efforts